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Control Number: <br />316.04.01.001 <br />Version: <br />1.4 <br />Title: <br />Grievance and Appeal Procedure for <br />Offenders: Probation and Parole <br />Page Number: <br />7 of 12 <br /> <br />Functional Roles and <br />Responsibilities Step <br />Tasks <br />CIS steps are in bold <br />Assigned Level One <br />Responder 5 <br />Within 10 days, reviews the issue described in the <br />grievance and determine if policies, SOPs, division <br />directives, and best correctional practices were followed. <br />Note: If steps 5 and 6 cannot be completed within 10 days, <br />notify the grievance coordinator so another staff member <br />who is most capable of responding to or resolving the issue <br />based on his involvement or knowledge of the issue. The <br />grievance coordinator will send a notification of the delay to <br />the offender. <br />Assigned Level One <br />Responder 6 Reply to the grievance coordinator’s email by including a <br />clear and professional response to the grievance. <br />Grievance Coordinator 7 <br />In the CIS, ‘grievance detail’ screen, open the <br />grievance: <br />• Copy and paste the level one responder’s <br />response into the ‘level 1 response’ section. (No <br />modifications, to include spelling corrections, are <br />permitted.) <br />• Enter the ‘returned from level 1’ date, and save. <br />• Return to the current grievance and select the <br />‘level 2’ radio button. <br />• Enter the ‘forwarded to level 2’ date. <br />• Enter the review authority’s user ID in the ‘level 2 <br />reviewer’ box. <br />• Click the ‘due back from level 2’ box. (CIS will <br />auto-fill with a date that is 14 days from the <br />‘forwarded to level 2’ date.) <br />• Save the data, and email the review authority to <br />inform him that the grievance response is ready <br />for review. <br />Review Authority (See <br />Section 6) 8 <br />Within 14 days of receiving notification from the grievance <br />coordinator: <br />• Review the grievance, the level one responder’s reply <br />and as needed, any applicable rules, policies, <br />directives, SOPs, etc. <br />• Grant, deny, or modify the offender’s suggested <br />solution. <br />Note: If steps 8 and 9 cannot be completed within 14 days, <br />notify the grievance coordinator. The grievance coordinator <br />will send a notification of the delay to the offender.